Executive Assistant, COO job – Motion Picture Association of America Inc. – Washington, DC


Under the direction of the Chief Operating Officer (COO), the EA will serve as scheduler and assistant to the Chief Operating Officer (COO) and manage a wide variety of executive driven tasks to ensure that the COO is focused on tasks that service key operational priorities for the Association. In addition the EA works to streamline process, workflows, employee engagement, member company reporting, etc. This is (primarily) an internally facing position, but incredibly key to support the operations of every aspect of what we do. You will serve as a key “hub” helping the COO to advance key initiatives and priorities across all areas of the organization. This position will also interface with the executive offices of our member companies and requires extreme professionalism, diplomacy and excellent communication skills.

Note: The successful applicant must be willing to work occasional off hours including nights and weekends during peak times and/or to support COO when on travel to global offices. Must understand the global nature of the organization and the need for support of global time zones.

Key Responsibilities

Scheduling

Manage COO’s scheduling, communication, travel coordination and expense reporting

Manage inflow/outflow of information requiring COO approval

Assist COO in communications with Senior Staff and member companies, domestically and globally

Manage deliverables to the COO and provide any necessary reporting

Develop relationships with key operational contacts, both internal and external

Maintain contact lists for department, member studio representatives and key external constituents

Plan and execute key office events

Brief COO for key appearances, speeches, and events

Project Management

Internal process and workflows: develop and execute strategies to ensure global workforce is better equipped to communicate, complete tasks, and report on progress against key organizational priorities

Develop programs to aid staff efficiency; ensuring effective use of technology, and help to organize training and education

Assist in production of budget documents, strategic initiative tracking, global progress reports, and board materials. This is a key responsibility and any successful candidate must demonstrate experience managing large scale document creation with many stakeholders & co-authors and with the highest level of sensitivity/confidentiality

Compile main board document for semi-annual board meetings

Compile “global organization-wide progress report” semi-annually and as needed ensuring key attention to detail, superior editing skills, and streamlined formatting using professional style template

Support management of the MPAA board including CEO members and their assistants where needed

Engagement/Employee Comms

Execute global all-hands meeting twice a year via videoconference

Maintain employee awards process in conjunction with HR and Accounting

Organizing/execute companywide retreats and offsite meetings

Assist in coordinating response to companywide surveys (likely annually)

Maintain employee AMC movie ticket program

Research

Perform strategic/confidential research to aid the COO, executive HR search,

Create and edit presentations, documents and reports for the COO as well as memos and other documents

Plan and prepare materials for internal and external meetings, including distribution of agendas and meeting materials

Education and Experience Requirements

Bachelor’s degree 4+ years stable administrative experience, with at least 2 years executive experience

Core Skills and Abilities

Must possess the highest level of work ethics and integrity with the ability to maintain confidential information; demonstrated level of discretion in handling privileged information

Must possess strong administrative and organizational skills with the ability to take initiative to complete assignments and job responsibilities with minimal supervision. Comfortable multi-tasking a number of important initiatives, under time constraints

Must possess exceptional internet and social media skills

Ability to prioritize duties and manage multiple projects from start to finish with minimal supervision; including projects that are cross-functional and global

Must possess the ability to effectively interface with a variety of people with tact and diplomacy and work well under stressful situations

Must possess superior writing skills with ability to write, edit and manage correspondence at executive levels

Must possess advanced outlook skills especially calendar

Demonstrated proficiency in PowerPoint (advanced presentation mode), Microsoft Word (advanced) and Excel

Must possess a professional demeanor; ability to foster teamwork; demonstrate political savvy and composure

Proficient in assessing priorities with and without guidance of COO

Deep experience in research using advanced search features; knowledge in setting up RSS and other keyword tracking feeds

Experienced in tracking multiple projects and progress (MS project knowledge a plus), use of Sharepoint, MS Word or Excel tables for project management acceptable, given excellent follow through

Must be flexible and a self-starter

Acute attention to accuracy, consistency and a high degree of quality in work

Additional Bonus Skills a Plus

Love for movies, TV, film, and all content!

Tech savvy, your phone is like another appendage!

Knowledge of the film industry broadly, and a passion for our member companies

Advanced Power Point, experience using templates and brand-centric style guides

Advanced Adobe Acrobat

Experience creating graphics in power point, infographics, and other visuals

Basic adobe creative suite

Experience interfacing with a global operation with offices in every time zone



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